Fun, motivational, ideas for making
Team Captain Meetings more than
just another meeting
Reach more.
Relay for Life represents the hope that those lost to cancer will never be forgotten, that those who face cancer will be supported and that one day cancer will be eliminated.

M
M
.
The goal is to keep team captains motivated and energized, providing them information that will encourage them to share and spread the Relay spirit to their entire community. Team Captain Meetings should include fun and informative agendas, special speakers, fundraising ideas, team recognition and valuable resources.
Call it a Team Captain RALLY!
Isn’t that our goal – to rally the troops? We all attend various types of meetings, however, participating in a rally seems much more energizing and interesting than going to a monthly meeting.
Invite team captains, potential team captains, sponsor teams, survivor teams and the Relay planning committee.
The Team Development Chair takes the lead role, however, you should also include the Event Chair, Team Recruitment Chair and Team Retention Chair in planning the agenda.
The Team Development chair or Team D co-chair typically runs the meetings, however, the event chair can play a role by opening the meeting with introductions then turning it over the Team D chair, providing updates from committee meetings, giving kudos or sharing general event information.
Team Captain’s meeting should be held in a central location in Relay community.
The facility site should be donated, held in a meeting room in your community that it is easy to find. If you have to pay for any snacks or drinks, keep it minimal.
Team Captain Meeting benchmarks on timeline :
Meeting #1 - 14 Weeks out
Meeting #2 - 11 Weeks out
Meeting #3 - 8 Weeks out

Meeting #4 - 4 Weeks out
Bank Night - 2 Weeks out
Bank Night - 1 Week out
Final Meeting
– Night before event or on-site meeting
Sample agendas are about one hour to one hour fifteen minutes.

Your best opportunity to cultivate relationships with your Team
Captains
­ Call them by their first name
­ Ask them about how their fundraising projects are doing
­ Thank them for coming and encourage them to attend the next meeting

Your opportunity to teach your Team Captains how to fundraise and encourage them to set goals

To inform all the teams on what other teams are doing

To teach them how to delegate team responsibilities

To educate them about the programs and services of the American
Cancer Society.
Your meeting dates and locations should be set for the year prior to your first
Team Captain meeting. These meeting dates should be determined by the staff partner, Event Chair and Team Development Chair. Print the meeting dates, times and locations on a one-sheet hand out and provide at team captain meetings, through mail and/or email.
In addition to this one-sheet, we encourage the Team D Chair and Team D committee to make phone calls, emails or better yet, send creative invitations or reminders a week or two prior to the meeting. Personal notes are effective, as are ideas such as sending a small calculator with the message
, “We are counting on you” or a bottle of bubbles, “Don’t burst our bubble – come to our Team
Captain meeting.” Be creative - think out of the box! The main point here is
COMMUNICATE with people!
Source for invitations: managemyrelay.org

Meetings need to be upbeat, personal and informative. Consider selecting a theme that you can continue through all four or five meetings. Build on each meeting to keep the energy fresh and moving forward. See sample ideas in meeting agendas.
Suggested themes for 5 Team Captain meetings:
1. Extreme Makeover – Relay Style
2. Star Wars
– let the “Relay Force” be with you
3. Celebrate Birthdays – ask tc’s who has a birthday this month
4. Hawaiian Luau – “Luau for Life”
5. Sports theme
– what’s your community’s claim to fame: baseball town, rodeo, water sports, college town with notable football or basketball team
Other ideas – Gilligan’s Island – “Don’t be lost to cancer”
Lettuce Make a Difference
– Eat well. Live well. Stay well.
Take a Bite Out of Cancer – sharks, shark teeth
Surfing for a Cure – beach party, surf boards
Picnic in the Park
– checkered table cloths, picnic baskets, hotdogs
If you are using a continuous theme for all meetings, begin early and meet with your committee to decide on the theme, gather supplies and decorations.
­ Team Captain packets
­ Luminaria bags
­ Scannable Forms
­ Giveaways for drawings (The Dollar Store is our friend!)
­ Fundraising Club signs to place around the room
­ Decorations
­ CD Player / Music
­ Wall Thermometer (National Product Catalog – see Resources section of this guide)
­ American Cancer Society Relay For Life programs & services brochures
­ Relay site map with “reserved” sights for registered teams
­ TV to show videos or CDs
­ Sign in sheet (make sure you ask for their name, email address, etc)
­ Incentive program display
– photo brochure of items
­ Purple table cloths, cups and decorations from the dollar store (optional)
­ Nametags
­ Flip charts / signage
1. Event Information
 Date

Site
 Theme


Goals (team goal and net income goal)
 Online Giving – if appropriate
 Team Captain meeting schedule
2. Relay Standards
3. Mission Statement
Delegate tasks to each Team D committee member on who will be responsible for collecting and bringing supplies and decorations to the meetings.
­
Balloons at door – inviting entrance
­
Stand up Relay direction signs to the room – appears prepared and organized
­
Signage: RFL signs, Fundraising Club signs, Banners, any sponsors signs from Relay
­
Photo collage of Relay event
­
Handouts on tables: RFL Brochures, Relay Standards, incentive program brochures
­ Large flip chart, sign up sheet for pre-registration for next year ’s Relay
­ Map of Relay site
­ American Cancer Society Mission Statement display on wall
­ Provide decorations – make the room festive and appealing
Optional:
­
Purple table cloths, cups, plates (Dollar store)
­ Set up (balloons, decorations, sound system, forms & brochures on table on tables, signs, flip charts)
­ Music, PowerPoint, video – ensure sound person in place
­ Master of Ceremonies (Usually Event chair and Team Development Chair)
­ Greeters to welcome each person, make them feel valued and comfortable
(Team D committee other staff members)
­ People to collect data of attendees, including collecting donations from teams.
­ Mission Message presenter

Greeters at the door - smiling shaking hands, “Glad you’re here!”

Music - energizes the room and makes people feel welcome

Decorations - even something small like a handful of balloons, wall quotes, poster on the door that says “Welcome!”, hang RFL banners, photo display of the RFL event

Fundraising Club signs

Refreshments – even just beverages would be good, but something

Bring signs representing all levels of fundraising and place around the room.
Create a name sign for each team and as they reach a certain level, place it under that fundraising club sign. As teams raise more dollars, move their name to the next level of the Fundraising Club. Everyone will see where they stand in fundraising and it can create motivation and competition between the teams.
Begin this activity at the first meeting to develop interest and awareness of the fundraising club. Promote at each meeting to encourage and motivate the teams.
(referenced in Team Captain meeting agendas)
American Cancer Society Product Catalog
Item #
7549.12
7549.11
Description
Community Thermometer Goal Banner Kit
RFL Thermometer Goal Poster (for Teams)
Mission Moments - The following booklets can be found on managemyrelay.org. Go to
Resources > Mission Delivery Resources

Strive for 5 (health & nutrition mission moment activities)

Sense in the Sun (3 different sun safe activities)

Mission Moments Booklet 2009 (contains cancer statistics and numerous bits of information perfect for educating team captains)
The following meeting agendas are as only suggestions to how you may deliver information to your team captains and at the same time make More than a
Meeting. Use your imagination and meeting with your Team D committee to develop awesome meetings that are fun, motivating and will make your team captains return to the next one.
While creating your agenda, ask yourself, “Did I ….”
 Include important information that will benefit the teams
 Only include topics that are timely
 Include something mission related
 Include fundraising tips
 Include something fun in the agenda

Allow for participants to contribute to the discussion
 Set aside props and fundraising samples to bring with me to show the teams
 Create a fun and interesting environment so they will want to come back

Team Captain Meeting theme:
Supplies / materials needed -
1. Welcome / Introductions / Icebreaker – 5 min a. Thank everyone for coming, introduce Event chair, Team D chair b. Icebreaker – tell group to pair up with someone they do not know, introduce self, name of team (if they have one) how many years involved with Relay and why they Relay.
2. Overview of American Cancer Society 2015 goals, Relay For Life – brief, 5 min a. Pre-written 2015 goals on flip chart or poster (bring to every meeting)
3. Event Specifics – 3 min (post on flip chart – bring to every meeting) a. RFL event site/date/Theme b. Team Captain meeting dates / bank night dates
4. Introduce new and returning team captains - 5 min
5. Role of the Team Captain – 5 min (How to be a Really Great Team Captain handout) a. Invite others to join your team – get them registered b. Communicate, motivate, be a leader and cheerleader for your team c. Attend team captain meeting, share messages and info with team d. Hold team meetings to inform, energize and create fundraising ideas
6. Review Team Captain Packet - 5 min (ok for veteran team captains, may need refresher, bring attention to new information, etc.) a. Go over packet and how to register online
7. Team Recruitment - 10 minutes a. Please remember your team development committee is here to help! b. Last year we had _____ teams, our goal this year is ______________ teams. We need your help to reach our goal. c. To date we have _____ teams returning. We would like to have at least
80% of our teams return. d. To date we have _______ teams registered. We need ______teams to register to hit our team goal. e. Encourage teams to set recruitment goals – 10 -15 members per team f. Encourage teams to set fundraising goals – ea member raise at least
$100 g. Distribute Increase Membership Size of Relay For Life Teams document and review this portion of the document – mention 2 or 3 or all if time permits
(print a summarized version of the following on a flip chart prior to the meeting)
Begin by making a list of people:

­ You see every day – co-workers, daycare parents & staff, neighbors, mail services
­ You see once a week – grocery store clerks, church friends, bowling / golf league
­ You see on a monthly basis – personal services, civic group or club
­ You see at social gatherings – community leaders, school officials, friends
­ Interact with your children – coaches, school faculty, music teachers, club advisors
­ Work with you husband, wife or family member - office staff, vendors
­ You interact on a business level – clients, office staff, boards, civic organizations
8. Keep the FUN in FUNdraising
– 10 min
Announce a mount raised previous year and say thank you! CELEBRATE!!
a.
Current Year’s Goal – post and use thermometer at each meeting b. How will we get there? – encourage your team members to set their individual goals c. Set your team goal and develop a plan to meet those goals d. Showcase online site. Sign, Set Up, Send. (have online chair speak on this) e. Reach more.
Make it Personal!
9. Recognition – 5 minutes a. Recognize Previous Top Teams b. Promote Fundraising Club c. Grand Club Members stand and be recognized (consider giving each honoree a fun size 100 Grand Candy Bar)
10. American Cancer Society Mission Moment – 10 min (Mission Delivery Chair) a. Promote 800#, cancer.org and Cancer Survivors’ Network b. Don’t forget these resources are available 24 hrs a day, 7 days a week,
365 days, a year. c. Refer to GW Mission Moments booklet (see Resources section of this guide)
11. REMEMBER and FIGHT BACK – Caregiver Shares – 10 min a. Fight back year round by visiting RelayForLife.org b. Ask someone to join your team or form their own team c. Share awareness in your community d. Share information about the ACS resources 800#, cancer.org, and
Cancer Action Network.
12. Next Team Captain Meeting – 3 min a. Date / location b. Speed Dessert fundraising activity – you won’t want to miss it! c. Contact your team members and get them registered d. Determine team name and tent site theme/decorations (see
Resources/Materials sheet) e. Recruit NEW team members!

* Team Mentoring available to new teams or captains after the meeting *
First Meeting Objectives:

Role of Team Captain

Set and understand team and event goals
Volunteers Needed

Set-up - table decorations, balloons, banners, food etc.

Greeters - make sure attendees sign-in

Registration - accept paperwork and registration fees

Clean-up - tables, balloons, banners, sign-in area

Speakers
Supplies Needed (make sure you review list with committee)

Up beat music!!

Sign in sheet

Commitment cards

Balloons

Mission Moment supplies

Team Captain packets

Banners

Gifts/promo items

Table Decorations

List of important dates- Team Captain Meetings

Thermometer

Ask me about Relay stickers

100 Grand Bars

Business Cards/ Flyer / Invitations

Laptop and internet connection if using online

Fundraising Club signs

Team name signs
Follow-up

Decide who will make follow up phone calls to interested people

Team Recruitment/Retention calls new/returning teams to thank them, answer questions, and invite to 2nd Team Captain meeting.

Send Thank you note to speakers and any honored guests
Review these suggested items with your chairperson to assist with the meeting agenda. Only when appropriate will the Staff Partner speak during the meeting.
Staff Partner will mingle and network with attending teams.

Team Captain Meeting suggested theme: Speed Dessert
Keep the FUN in FUNdraising!!
Fundraising Speed Dessert Activity - 20 minutes
Activity will be held at the beginning as team captains arrive. Greeters will be at the door to explain what they should do and the purpose of the activity. The purpose is for them to learn about the different aspects of fundraising while snacking on fabulous desserts.
You may choose to include a healthy snack station with fruits and veggies or a sugar free dessert.
Instructions:

Stations will be set up throughout the room with different desserts.

Each station is visited through timed rotation.

No more than five stations to accommodate for time

Showcase top teams and individuals as facilitators at each station

Focus more on the “how” rather than the “what”

Also an appropriate time to say onsite fundraising should be the “icing on the cake” – refer to the dessert theme of the night

Make it a festive environment to get your teams motivated!
Station examples:
1. Computer/lap top and demo of how to use Relay Online for fundraising
2. Individual fundraising: Grand Club and Fundraising Club
3. Incentive program – brochures showing what they can receive, how it works, include samples
4. Team fundraising – photos or demonstration and include packet of other fundraising ideas before event
5. Onsite fundraising ideas – photos or demonstration and include packet or list of other ideas
6. Mission table – explain programs, services and research their donations support and why knowing this info can help their fundraising efforts (supply brochures)
7. ACS CAN table – American Cancer Society Cancer Action Network, explain what it is, encourage sign up, option to have computer with the web site updates they would receive
At the conclusion team captains take their seat and continue with the remainder of the meeting.
1. Welcome and Thank you! – 3 min
Did you all have fun and gather some great ideas!??
Thank you for all you have done and are doing for the ACS
2. Event Specifics – 5 min (brief reminders – list a,b,c on flip chart to save time)

Event calendar - site/date/theme

Team Captain meeting dates / bank night dates

Registration and t-shirt deadline


What to bring to Relay ( provide handout )

Entertainment & Activities update
3. Recognize new Grand Club members – 3 min

Promote Fundraising Club
4. Fundraising Success Stories - 10 min

Showcase top fundraisers
5. Team D Committee provides update of accomplishments – 5 min

# of teams

# of survivors

dollars raised
6. American Cancer Society Mission Moment – 10 min
Go over any updates on ACS mission; ask Mission Chair to share a “Mission
Moment”, show a video
7. Mini Celebrate Activity – 5 min

Invite Survivors to stand

Invite Caregivers (former and current) to stand

Invite Team Captains of five or more years to stand

Invite ACS CAN members to stand

Invite Fundraising Club teams to stand

Invite Relay All Stars to stand
NOTE: As each group stands, have committee members hand out something that glows or lights up, such as flashing Relay blinky pins. After everyone has a pin, the emcee should say:
“Thank you so much for your dedication. YOU are the light of our Relay!”
8. Next Team Captain Meeting

Date / location

Contact your team members and get them registered

Determine team name and tent site theme/decorations

Recruit team members!
* Team Mentoring available to new teams or captains after the meeting *


Showcase Top Fundraisers that interactively displays what a successful team/individual fundraiser can accomplish.

Take away best practices from fundraising handouts.
Volunteers Needed

Set-up - table decorations, balloons, banners, fund-raising stations etc.

Greeters - make sure attendees sign-in

Registration - accept paperwork and registration fees

Clean-up - tables, balloons, banners, sign-in area

Speed Dessert & Fundraising Stations- 1-2 volunteer(s) for each

Volunteers to either make or donate dessert items
Supplies Needed (make sure to review with committee)

Sign in sheet

Balloons

Mission Moment supplies

Team packets

Banners

Gifts/promo items

Upbeat music!!!!

Table Decorations

List of important dates- Team Captain Meetings

Thermometer (3)

Recognition Items

Paper Goods for Dessert Items

Laptop and internet connection

Fundraising Club signs

Team name signs
Follow-up

Decide who will make follow up phone calls to interested people.

Team Recruitment/Retention calls new/returning teams to thank them, answer questions, and invite to 3rd Team meeting.

Send Thank you note to speakers and speed dessert volunteers
Review these suggested items with your event chairperson to assist with meeting agenda. Only when appropriate will the Staff Partner speak during the meeting.
Staff Partner will mingle and network with attending team captains and guests

Team Captain Meeting suggested theme:
1. Welcome and thank you for coming!
2. Mission Moment – 10 min

Show video

Distribute Survivor Invitations for Team Captains to give to who they know and invite people to Relay that have been touched by cancer – reach more, make it personal.
3. Logistics/ Event Info – 15 min

Volunteers needed for Relay; ask Team Captains to recruit anyone who can’t be part of their team to volunteer at the Relay (provide list of volunteer opportunities, including approx. times, and any notes – such as
“heavy lifting required”, etc.)

Logistical info/updates (parking, tents, site map)

Entertainment & Activities Update

Announce sponsors to date

Event and team goals to date – refer to event thermometer posted on wall
4. Recognition & Special Speaker – 5 min

Invite a Rookie Relayer or top fundraiser that has a moving or fantastic fundraising story, ask them to help recognize new team captains

Teams who moved to higher level the Fundraising Club

Introduce new team captains & encourage teams to recruit new members

(10 – 15 members a good number to shoot for)
5. Youth Involvement Highlight

Highlight a youth team & have them share what they are doing in the community
6. Fundraising – 15 min

Announce any Fundraising Club teams; provide Fundraising Club signs
& promote the Club again

Announce/congratulate top Online Fundraising Teams

Allow Team Captains to promote upcoming Team Fundraisers

Highlight 1-2 Team Captains – ask them to share some great team and individual fundraisers they did last year; allow new Team Captains to ask questions

Provide other Fundraising handouts, resources, and new ideas (see managemyrelay.org)

Onsite team activities
OPTION 2 - Fundraising – 20 min


Ask each Team Captain to introduce themselves, provide team name, team member goal & fundraising goal (record these on flipchart paper; bring back to next TC
Meetings)

Roundtable Discussion on best practices for individual and team fundraisers

Highlight good ideas from the guidebook and discuss

Encourage team captains to tell fundraising success stories from past years

Hand out sample ideas/letters

Promote online fundraising

Promote Fundraising Club
7. Relay Online

Relayforlife.org - highlight RelayForLife.org blogging for all volunteers. This is an opportunity to share their feelings, ideas, etc. Participants can share why and how they Relay . . . Celebrate.
Remember.
Fight Back.

Updates or highlights of their individual event website

Managemyrelay.org. – highlight resources available (Fundraising from A –Z, etc)

Option - Team Participant Guest Speaker. New to utilizing online tool, speak for five minutes about how user friendly it is and how much they have raised to date.
8. Next Team Captain Meeting - Date & time reminder, Keep fundraising going strong!
Encourage survivor recruitment
Third Meeting Objective

Recruit new Teams and showcase the on-line tools.
Volunteers Needed

Set-up - table decorations, balloons, banners, food, etc

Greeters - make sure attendees sign-in

Registration / Accounting - accept paperwork and registration fees

Clean-up - tables, balloons, banners, sign-in area

Speakers
Supplies Needed (make sure to review with committee)

Sign in sheet

Mission Moment supplies

Team packets

Banners

Gifts/promo items

Upbeat music!!!!

Balloons, table decorations

List of important dates

Goal Thermometers

Computer and internet

Fundraising Club signs & Team name signs
Follow-up

Team Recruitment/Retention calls new/returning teams to thank them, answer questions, and invite to next team captain meeting

Send Thank you note to speakers and volunteers
Review these suggested items with your chairperson to assist with the agenda.

Team Captain Meeting suggested theme:
1. Welcome and thank you for coming!
2. Mission Moment
– 10 min

Show video

Distribute Survivor Invitations for Team Captains to give to who they know and invite people to Relay that have been touched by cancer – reach more, make it personal.
3. Logistics/ Event Info – 20 min

Review RAIN PLAN

Logistical info/updates/ needs

Entertainment & Activities Update

Schedule of Theme Laps

Site update – tent set up time

Recap what to bring to Relay

Bank night(s) date / time / location

Other specifics as determined by the committee
4. Team Recognition – 10 min

Any new team captains

Congratulate teams who have moved to higher Fundraising Club level

Ask top team to share a fundraising success story
5. Fundraisers Onsite - 10 min
Icing on the Cake: Encourage onsite fundraisers at campsites during this meeting.
Get a cake or cupcakes donated and serve to all in attendance. Use this time to promote The American Cancer Society is the official sponsor of birthdays.
INTRO TO ONSITE FUNDRAISING:
“Ideally your team has met their fundraising goal coming into the event. Onsite
Fundraising is the Icing on the Relay Cake . The concept is to create a game or activity or have something donated. Have your team members promote your on-site activity to raise more money for your team. Be creative, use your team theme, and be sure to let us know what your team is doing before the event so we can advertise your activity.”
Share ideas and see handout – Onsite Fundraising Idea Sheet
Call to Action: o Have teams sign up their on-site fundraising activity tonight. o Post on-site fundraising activities on-line
6.
Team Recognition – 10 min

Announce $ raised to date

Recognize Team Captains who have brought a newly registered team


ENTHUSIASTIC PERSON announces the NEW number of registered teams

Recognize the TOP teams, individuals and online fundraisers TO DATE

*Ask each individual to give one example of successful current fundraiser

Recognize new Grand Club Members and All-star fund-raising club teams.

Announce utilizing the thermometer teams registered to date. Announce how many needed to reach goal

Announce fundraising total to date utilizing thermometer
7. Luminaria Ceremony - 10 min REMEMBER
Please see below the different methods for conducting this ceremony.
Ask attendees to form a circle around the room:
1. Give out candles then light candles, turn off lights & have a volunteer read poem
2. Use white Christmas string lights and pass them around the circle. Connect the strands and make sure every person is holding a portion of the lights.
Turn off room lights plug in lights and have everyone read the poem below – or have one person read it.
3. At their tables each team captain has a luminaria bag they received when they came into the meeting. Just before the ceremony ask them to write someone’s name on the bag – in honor of or in remembrance. If your event uses battery operated tea lights, use them for this activity. Or if you are able to find inexpensive or donated glow sticks, that could be another option. If no lighting devices are available, use white Christmas lights in the front of the room. Dim the lights and ask everyone to stand and have someone read the poem.
I light a candle
A brightly shining flame
For all the ones who’ve gone before
Remembering each by name
And I light a candle
For those who live today
Who suffer with uncertainty
Praying one day for a change
And I light a candle
I light a candle for those who are still yet to come
That they will never face the pain when
The battle has been won
And I light a candle
For victories today
For survivors who have fought the fight
We celebrate today
And I light a candle
I light a candle
That every child will have the chance
To ride a bike, learn how to swim

Walk barefoot in the grass
And I light a candle,
That one day we shall light no more and
Offer up this simple prayer,
Praying one day for a cure
And I light a candle
8. Next Team Captain Meeting

Date & time reminder

Encourage teams to bring their donations to the meeting

Fundraising activities coming up in the next week.
* Team Mentoring available to new teams or captains after the meeting *
Fourth Meeting Objective:

Reinforce Celebrate. Remember. Fight Back.

Highlight the importance of Survivor Recruitment
Volunteers Needed

Set-up - table decorations, balloons, banners, food, luminaria ceremony etc.

Greeters - make sure attendees sign-in, hand out poems

Registration - accept paperwork and registration fees

Clean-up - tables, balloons, banners, sign-in area

Speakers
Supplies Needed (make sure to review with committee)

Refreshments – on-site fund-raising

Sign in sheet

Balloons & table decorations

Team packets

Banners

Gifts/promo items

Music

Thermometer (3)

Recognition Items, grand shirts

Sign in sheet for on-site fundraising activities

Luminaria bags & tea lights, glow sticks

Fundraising Club signs & team name signs
Follow-up

Team Recruitment/Retention calls

Send Thank you note to speakers and volunteers

Any new teams that attended
Review these suggested items with your event chairperson to assist with the agenda.
Only when appropriate will the Staff Partner speak during the meeting. Staff Partner will mingle and network with attending teams.

Team Captain Meeting theme:
Welcome and thank you for coming!
1. Mission Moment – 10 min

Invite the advocacy chair or volunteers on the advocacy committee to present ACS CAN to the group, provide pledge cards, explain their role and ACS CAN activities at the event
2. Logistics/ Event Info and updates – 30 min

Onsite activities

Ceremonies

Schedule of events

Survivor reception

Site update – map, camp sites set up

Weather plan reminders

Luminaria
3. Questions and Answers – 10 min
4. Special Speaker – 10 min a. Sponsor, top fundraiser, or motivation speaker to encourage teams to assemble onsite fundraising and sign up at the Relay for the next year.
5.
Team Recognition – 10 min

Announce $ raised to date

Recognize Team Captains who have brought a newly registered team

ENTHUSIASTIC PERSON announces the NEW number of registered teams

Recognize the TOP teams, individuals and online fundraisers TO DATE

*Ask each individual to give one example of successful current fundraiser

Recognize new Grand Club Members and All-star fund-raising club teams.

Announce utilizing the thermometer teams registered to date. Announce how many needed to reach goal

Announce fundraising total to date utilizing thermometer
* Team Mentoring available to new teams or captains after the meeting *

Fifth Meeting Objective

Secure event details
Volunteers Needed

Set-up - table decorations, balloons, banners, food etc.

Greeters - make sure attendees sign-in

Registration - accept paperwork and registration fees

Accounting - accept $

Clean-up - tables, balloons, banners, sign-in area

Speakers
Supplies Needed (make sure to review with committee)

Sign in sheet

Balloons

Banners

Gifts/promo items

Upbeat music!!!!

Logistic information

Accounting supplies

Recognition Items

Fundraising Club signs

Team name signs
Follow-up

Send Thank you note to speakers and volunteers
Review these suggested items with your event chairperson to assist with the meeting agenda. Only when appropriate will the Staff Partner speak during the meeting. Staff Partner will mingle and network with attending teams.
Bank Night #1
The primary purpose of your bank night is to collect $$.
You don’t need to have a formal meeting or agenda. Have your registration and accounting committee set up as the first stop into the room. As your team captain turns in money, give them something to indicate the number of t-shirts they are eligible to collect. Arrange for a table to disperse T-shirts set up next.
These t-shirts should already be packaged for each team with the appropriate sizes. Also, think about having a picture board with all of the photos you’ve taken so far!

If you choose to you can have other stations set up such as:
 Logistics – hand out instructions for parking, site map
 Activities and Entertainment – hand out program book and contest entry forms
 Survivorship & Advocacy – additional forms to promote recruitment of sales & Grass- root advocates
 Luminaria
– additional forms for luminaria bags

Publicity
– have your neighborhood flyers available and ask for team captains to help with dispersing these the week of Relay
 Volunteer Recruiter – have a list of opportunities - recruit!

Data
– if you use scannable forms, make sure all forms are up to date and collect any missing information on your registration forms
Bank Night #2
The primary purpose of this bank night is to collect $$.
Bank night #2 should be held the week of your Relay
– early in the week. It is the final opportunity for your team captains to turn in all of their money prior to the event and to collect any remaining t-shirts. Be sure you inform all your team captains of the time, place and location of the bank nights.

Just remember the four E’s…Exciting, Energetic, Enthusiastic, and Efficient!!!
Exciting

Send out exciting flyers and emails ahead of time. Be sure to include small teasers to spark everyone’s interest.

Have multiple mystery elements to the meeting like games, prizes, and special awards/rewards.

Make the meeting room bright and inviting with decorations like balloons, photo boards, goal thermometers, and banners, and always have some tasty treats on hand.
Energetic

If you are pumped and energized your audience will stay alert and want to hear what you have to say.

Keep your tone clear, upbeat, and full of life.
 Make sure more than one person is speaking…the same face can get boring!
Enthusiastic

Remember enthusiasm is always contagious. Let your Team Captains know this meeting is a priority for you and it is important to you.

Let them know you want to be there, enjoy meeting with them, and want to help them as much as possible to be the most successful they can be.
You want to give them the information they need.
Efficient

Be organized and efficient with your time. Be respectful of your audiences’ personal time. They have chosen to be with you for the next hour, make it worthwhile.

Make sure you prepare an agenda (with estimated time allotments) for yourself and other presenters.

Consider (we strongly encourage) not providing the Team Captains with a copy of your agenda. You want them to be focused on you, not the paper before them or the clock. Instead, be sure to supply detailed handouts at the end of the meeting as applicable.

Always allow a specified time period for questions and answers during the meeting.
If you follow the four E’s you can’t help but have great Team Captain meetings.

Successful fundraising teams tend to have the following characteristics:
1. They set ambitious, yet attainable goals.
2. Most successful teams use a combined approach of individual and team fundraising.
3. Successful teams do year round fundraising.
4. Successful teams maximize on-site fundraising.
GOALS:
Most teams generally set a specific dollar goal for their team and the goal is almost always higher that the previo us year’s goal. The team goal needs to be set by the team.
Let a Team Development committee member know if you need fund-raising ideas.
Please turn this sheet in with your registration information.
Thank you for your commitment in the fight against cancer!

Creative Ways to Recognize Teams
These ideas can be reworded to work for your situation. Attach a note when possible.
Labels with your message and ran through the printer work well.
You have been a life saver to our team!
Package of Life Saver candies
Thanks for raisin” the dough!
Mini-box of raisins or raisin bread
Your great work has me wreathed in smiles!
Small grapevine wreaths
No one hold a candle to you!
Scented votive candle or pack of birthday candles
You’re the apple of our (eye) relay!
Real or artificial apple, maybe tied with a purple ribbon.
What an angel! Here’s your halo.
Two silver pipe cleaners twisted together
Your vision is our guiding light!
Mini-flashlight
You have given our event the sweet smell of success!
Potpourri or sachet packet
Many motivated and marvelous volunteers!
Marvelous and Motivated -M&Ms
$100,000 candy bar
$100,000 candy bar with a note attached (can be an event goal or thank you for $’s)
PAYDAY candy bar
Payday candy bar with a personal note attached. (can be event or team specific) Candy
Kisses or Hugs Kisses
To remind you that we all need hugs and kisses
Your team takes the cake!
Delicious cupcakes
Your great idea was right to the point!
Box of tacks or push pins
Thanks! You’ve energized us!
Package of batteries

Overnight Event
The American Cancer Society Relay For Life was originally created as a 24-hour event because cancer never sleeps. Someone who has cancer battles it 24 hours a day.
Those Relays fewer than 24 hours in length (usually 12 to 18 hours) are still overnight.
Overnight can be defined as sunset to sunrise.
Opening and Closing Ceremonies
Relays begin with an opening ceremony, which clearly emphasizes that Relay For Life is an American Cancer Society event. The opening ceremony includes an opening lap by cancer survivors that sets the tone for the entire event. The closing ceremony provides another opportunity for cancer survivors and their caregivers to walk the track and to celebrate their success.
Luminaria Ceremony
Luminaria, paper sacks filled with an inch or so of sand supporting a lighted candle, are a Southwestern tradition. The luminaria ceremony is oft en referred to as the “Ceremony of Hope.” It is a time to remember those we have lost to cancer, to support those who currently have cancer, and to honor those who have fought cancer in the past. The power of this ceremony lies in providing an opportunity for people to work through grief and find hope.
Survivorship Activities
Survivorship activities include hosting a reception, as well as giving a special recognition memento to survivors (a sash, pin or special shirt). Additional survivorship activities are encouraged. (Please see national survivor model on page 14.)
Mission Delivery
Educational activities at Relay result in greater awareness of cancer prevention and early detection methods. Relay supporters have evolved into year-round collaborative partners who promote cancer awareness and programs before, during, and after Relay.
Team Registration/Commitment Fee
Teams that pay a commitment fee are more likely to follow through on their participation and fundraising. If nothing else, the commitment fee covers the costs of printing the registration materials and other event overhead costs. There is no nationally recommended amount, although many Relays charge $10 a person or $150 a team.
Tobacco-Free Environment
A tobacco-free environment does not mean banning smokers/chewers. Rather, we encourage their participation and prohibit their use of tobacco during the event.
No Alcohol Allowed
Relay For Life is a family event and most often held on school property, therefore alcohol is prohibited.

Follow National Text/Graphic Standards
All national text/graphic standards for Relay must be adhered to. (The ACS RFL
Standards Manual can be ordered from the NHO Warehouse – product number
7542.22.)
National Recommendations

Caregiver Ceremony

Sponsorships

Team and individual incentives

Expense ratio of 10 percent

Communication/newsletters

Team captain/leader meetings

Bank nights
Always Focus on Teams
Emphasis should be placed on encouraging businesses, service clubs, and school teams to bring their families to the event thereby leading to greater retention of teams.
Relay is a family friendly event.
Mentor Teams Through Time
Groom teams through time to raise more funds. These participants become the source of your new committee members and provide new doorways into the community.
Involve teams in other American Cancer Society activities throughout the year.
Communicate, Communicate, Communicate
Inform teams through newsletters, meetings, and the Internet. Educate on the information, programs, and services the Society provides.
Location, Location, Location
Relays are typically held at school or community football fields, fairgrounds, or parks.
Length of Event
It is at least 12 hours, always overnight, usually starting on Friday evening, with the majority of the events lasting 18 to 24 hours. The longer the event, the greater the opportunities will be for mission delivery, advocacy, relationship building, and the recruitment of volunteers.
Totality of the Event
Participants describe Relay as a life-changing event, one that provides them an opportunity to heal and grow. Relay can be like a support group for cancer survivors, caregivers, and their family and friends.
The American Cancer Society is the nationwide, community-based, voluntary health organization dedicated to eliminating cancer as a major health problem by preventing cancer, saving lives from cancer, and diminishing suffering from cancer through research, education, advocacy and service.


Ask people you like to be with and who you trust. Choose greatness!

Have a team kickoff to recruit new members and get things going

Set a team fundraising goal of at least $100/person or $1000 for the team
- fundraising year around will lead to more success and less burnout
- don’t forget to plan some on-site fundraisers for the day of Relay
- see the Encyclopedia of Fundraisers for great ideas
- get creative with FUN-raisers that the whole team can help with and enjoy

Select a co-captain to help you

Organize your team by forming team committees
- Lay out team fundraisers on a calendar and discuss team members responsibility for each
- delegate
- trust and support your team members

Communicate, communicate, communicate!
- have regular team meetings
- copy and distribute the Relay newsletters
- do a team newsletter
- call and email with updates, good news (“Kimberly just got a $20 donation!”), reminders about fundraisers, upcoming team meetings, etc.

Attend team captain meetings or send someone in your place
- pass along information you get at team captain meetings
- keep your team informed about incentive prizes, rules, games, contests, etc.
 Make sure you turn in your registration fee and form by the deadline. Don’t forget to turn in any other forms needed by the Relay committee.

Motivate, excite and enthuse your team
- dedicate your team’s efforts to a cancer survivor share information about the
American Cancer Society programs and services that you receive at team captain meetings
- be their cheerleader and their biggest fan!
- ask survivors that you know to come to Relay and walk in the Opening Lap
- hang Relay posters, banners, balloons in your office

Take up the fight against cancer and volunteer to help with ACS programs and services. The ACS is always in need of volunteers. There are many opportunities for you and your entire team to get involved
– from driving cancer patients to and from treatment to educating others on the importance of prevention and early detection to helping with the American Cancer Society’s legislative agenda by becoming a grass roots advocate.

Have a Team Wrap Up Party
- review the team’s activities, fundraisers, etc. to find out what worked well and what could be improved
- distribute/announce any awards your team won.
- you can even have your own awards for your team’s Top Fundraiser, Most
Laps Walked, etc.
- start planning for next year’s Relay !

HAVE FUN !!!

Less is more? Not in this case.
Think about this - two basketball teams are slated to play each other. The Red Team has been playing for a few years and started out with 13 players but has dwindled the last couple of years to only 6. They have always worked hard, been rather successful in winning games, have kept up the pace and have not seen the need or urgency to recruit other people to join the team.
They now face a small dilemma in the upcoming game. One of their teammates twisted an ankle and is not 100%. However, he has been staying off of it for a few days and thinks he will be ready to play. Another teammate will be moving out of town soon, which will take their team to just 5 players, the minimum number of course, to constitute a basketball team.
The Blue Team has 15 players and is currently recruiting three more to replace one and possibly two who might be dropping out this year. The Blue Team started out with ten players but has been recruiting one or two a year to replace sick, injured or absent players. Their team is strong, feeds off each other’s strengths and versatility in playing the game.
Which basketball team sounds like your Relay For Life team? Are you like the Red Team keeping the status quo with the same individuals year after year, comfortable and assume the team will continue on just as they have always done? Or do you renew and refresh your team’s success by continually recruiting and inviting people to join like the Blue Team?

Why increase the number of team members? o Broadens the base of volunteer relationships, outreach in the community, more connections to:
 family, friends and businesses
 Donors, sponsors, survivors, caregivers, youth, civic groups o They share the responsibility for conducting fundraising activities
 More people on your team, the more minds to create and initiate ideas
 Members take ownership of their role or task – everyone does their part, examples:
Bob is the contact for fundraising site/location
Joe handles acquiring supplies onsite (cash box, table, RFL banner, etc)
Susie coordinates scheduling shift times for each person onsite o Increases the range of fundraising ideas and community involvement o Continually brings fresh enthusiasm, motivation and a positive Relay Spirit to the group and to the event o Engages more people in the Relay experience

 Brings in one more family, their extended family, their co-workers, their friends and so on o Larger, successful teams can gain attention in the community – increases Relay awareness o RAISES MORE MONEY IN THE FIGHT AGAINST CANCER!!

As a team captain or team member, how do I recruit members to join my team?
Look at the people you know, see every day and work beside. Talk to them. They’re your friends and family – you know them. Tell them your story, how you got involved with Relay and what a difference it has made in your life – and more importantly, the difference YOU have made in raising money for cancer research, services and advocacy efforts for the rights of cancer patients.
Begin by making a list of people:
1.
You see every day – co-workers, daycare parents & staff, neighbors, mail services
2.
You see once a week – grocery store clerks, church friends, bowling / golf league
3.
You see on a monthly basis – personal services, civic group or club
4.
You see at social gatherings – community leaders, school officials, friends
5.
Interact with your children – coaches, school faculty, music teachers, club advisors
6.
Work with you husband, wife or family member - office staff, vendors
7.
You interact on a business level – clients, office staff, boards, civic organizations
Your current team size – 7 members @ $350 average =
Add 3 members each raising average $300 =
$ 2,450 - Raised
$ 900 - Increase
Total $ 3,350
Current number of teams at your Relay – 30
Each team raises average $1,800 – 30 @ $1,800 =
Each team adds 3 NEW members , raises average $ 200 3 @ $200 = $600
$600 x 30 teams =
$ 54,000
$ 18,000
$ 72,000!!!
How do I encourage or help my teammates to invite others to join?

Organize a team meeting – doesn’t have to be an in-person meeting. Conduct one through email and give the examples above on whom to talk to and share Relay. Create a simple plan with a list for team members with names or businesses they will contact. Develop a follow up plan as well to ensure each contact has been made.
Letter Writing
Look at the tremendous success in the simple act of writing letters, which is one of the most effective and least energy spent activities for fundraising. Why not write one for inviting people to join a team? After team members have had a simple conversation with someone, have them follow up with a handwritten letter or note card. See examples below:
Dear Joe,
It was great seeing you last week. I appreciate you spending a few minutes talking with me about Relay For Life. I have enjoyed a wonderful experience with Relay, met the nicest people and feel good about making a difference. I hope you will join me in this effort of winning the battle against cancer. I’ll give you a call in a couple of days and see if you have any more questions.
Thanks again and we’ll talk soon!
- Bob
OR
Dear Joe,
I appreciate the opportunity to chat with you last week. It was great seeing you! As you know, my connection with cancer is personal as I lost my mom last spring. I hope you will join me on my Relay team as we can work together in the fight against cancer.
I’ll give you a call in a couple of days – thanks again and I look forward to speaking with you further! Here is my number if you have any questions – 123-4567.
- Bob
If you continually recruit by inviting others to join your team, you will meet your goals celebrate success and enjoy awesome team camaraderie. Your team won’t miss a beat! Work together and never give up!!
Save Lives. Celebrate more birthdays!
The American Cancer Society is the official sponsor of birthdays.